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Admin Webinar Q&A - 28 November 2018

SoniaSonia Posts: 18 Expensify Success Coach

Today’s recording is here and the guide is here.

Expenses

Can we limit the categories an employee can see?
Users can see all of the categories enabled in the policy they are in. Some admins choose to set up multiple policies, for example, by team, in order to limit the number of categories visible to specific groups of users.

If you want to capture expenses that are billable back to a client, is a Tag the right way to identify the client?
Using tags to identify clients is probably the easiest way to do this. However, it depends on how often your clients and/or project change. You can also use Report Fields or the expense Comment field.

If we tend to bill clients for expenses based on projects what is the best way to identify that in the system?
You can use a Tag field to code expenses with the specific client projects. If you are integrating with an accounting software we can automatically import your Project list into your policy for you.

Can you split one receipt between two projects/reports?
You can split an Open or Unreported expense into multiple expenses. Simply click on the expense and select the Split option. Once split, you can then apply different coding to the expenses and/or separate the split transactions onto different reports.

We have specific naming structure. Can we use fields that are not listed in Expensify?
If you're connecting an accounting integration then we can import the names (location, department, project, etc.) from there.

Does it make sense to set up one policy for billable expenses and one for non-billable expenses?
You can definitely do this, however, if users will be submitting both billable and non-billable expenses, they will have to remember to move their expenses between reports on two different policies. It may be easier for your users to keep all of their expenses on one policy and simply apply or remove the billable flag.

If Expensify is set to automatically submit expense reports, how does it decide which expense categories to use?
Scheduled Submit imply adds expenses to reports and then submits the reports, expense coding must be done by the user.

Reimbursement

How do you change the submitted expense report status from open to closed or reimbursed?
The report status is dependent in part on the workflow selected in your policy settings. If you're using the Submit and Close workflow then your Open reports will go to the Closed state after submission. The other workflows will follow the Open > Processing > Approved states. All reports can be marked as reimbursed after approval or closure.

Managing People

Are Employee users able to create categories or tags or is that limited to Admins?
Only Policy Admins can create new categories and tags, but employees can apply them to their expenses once created by an Admin.

Can a single policy have multiple admin users?
Yes, you can have as many Policy Admins as you need. All Policy Admins have access to the policy settings and will be able to adjust them and invite new users.

Integrations

Can you rename the categories once they are imported from QB Online? If so, will the expenses export into QB correctly?
That's correct, you can rename the categories once they are imported into Expensify. This will only change how the categories appear to your users, this will not affect QuickBooks.

General

What is the average uptime for Expensify?
The average uptime and status of the Expensify website can be seen here - http://status.expensify.com

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